Field Office Secretary

STATUS:  Full-Time
EXEMPT: No
DEPARTMENT: Office
EMPLOYEE REPORTS TO:  Office Manager with daily supervision from NRCS
LOCATION: Aurora Field Office
APPROVED BY: David Eigenberg, General Manager

PURPOSE

To provide secretarial services for the Natural Resources Conservation Service (NRCS) staff under the direct daily supervision of the Resource Conservationist as provided for under the Memorandum of Understanding (MOU) between the Upper Big Blue Natural Resources District and the United States Department of Agriculture.  Assist producers with conservation related matters and perform minor administrative functions for the NRCS field office.  Act as the Upper Big Blue Natural Resources District’s (NRD) representative at the local level.  Assist customers with the Upper Big Blue NRD’s programs including handling orders for tree purchases and District planting, land treatment cost-share applications and wildlife habitat enhancement programs.
 

PRINCIPLE DUTIES AND RESPONSIBILITIES

• Provide secretarial services for the Natural Resources Conservation Service and the Upper Big Blue Natural Resources District. 
• Handle routine inquiries or refer visitors with more technical inquiries to the proper staff or agency.
• Take calls and greet walk-in customers.  Take detailed messages and relay to appropriate staff or agency.
• Handle incoming mail and electronic communications.  Route to staff members as appropriate.
• Maintain producer files, including creating new files, filing maps, updating landowner information, and transferring assistance notes, conservation plans, determinations, engineering and other forms.
• Maintain contract files.  Create new contract files and update CRP, EQIP, CSP, WRP participant information.
• Maintain files and records in predetermined, systematic manner for retention, protection, and retrieval.
• Type letters, reports and other documents from rough drafts.  Follow proper office procedures.
• Setting up appointments for NRCS and NRD staff as needed.
• Maintain NRCS office supplies, including taking staff requests for supplies, completing requisition form for submission to NRCS purchasing representative, and stocking supplies as needed.
• Assists producers with cost-sharing applications for land treatment, tree planting plans and orders, and wildlife habitat inquiries. 
• Assists customers with technical questions on conservation practices.  Explains basic requirements of various NRCS and NRD programs.
• Collects payments or fees for various NRD sales.
• Coordinates with other NRCS field offices regarding NRCS and NRD matters.
• Coordinates with NRD staff on District related matters and programs. 

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.  The requirements listed below are typical of the knowledge, skill and/or ability required.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
 

• Associates Degree or equivalent from two-year college or technical school; or six months to one year related experience and/or training; or equivalent combination of education and experience.
• Ability to read and interpret documents, such as safety rules, operating and personnel policies.
• Ability to apply common sense understanding to carry out instructions furnished in written, oral, or schedule form. 
• Skill in reviewing, proofing, and verifying data
• Ability to calculate figures and amounts such as discounts, interest, proportions, and percentages.
• Ability to do minor bookkeeping, including handling of cash.
• Attention to detail
• Ability to work well and communicate effectively with people
• Capable of working independently and taking responsibility for results
• Use sound judgement in difficult situations to facilitate conflict resolution
• Ability to use tact and judgement in dealing with the public, Board of Directors, staff, and other agencies.
• Be computer literate with experience in word processing, data base management, and spreadsheets.  Microsoft Office experience preferred. 

PHYSICAL DEMANDS

• The physical demands described here are typical of those that must be met by an employee to successfully perform the duties of this position.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The physical duties for this position include, but are not limited to:
• Lifting 25-50 pounds from ground level to overhead
• Sitting for extended periods of time behind a computer screen
• Ability to fold, stuff, and postmark large mailings      

         

OTHER REQUIREMENTS

The employee is expected to comply with the Upper Big Blue NRD’s personnel policies, drug-free and alcohol-free workplace policies, and safety policies.   The employee is also expected to comply with all workplace policies of the Natural Resources Conservation Service.   While representing the District and the NRCS, the employee will conduct him or herself in a professional manner and avoid actions or comments that would reflect unfavorably on the NRD or NRCS.